Travel Requisition and Attachments (Employee Travel)

Transcription

1 Travel Requisition and Attachments (Employee Travel) The following explains the manner a travel requisition should be submitted and what supporting documentation is required per line. Please have a professional leave signed and approved by the Executive Director before entering a travel requisition. Information on back up documents should be circled and legible. (E.g. vendor#, reg fee, hotel breakdown, etc.) Attachment order should match line item# order on requisition (Do not upload all documents in one attachment.) Always use a 4 digit number for date(s). Example ( 07/01 or 08/23-26, 08/23 & 26 for multiple days) Please enter required information for line items in the same sequence as provided in this document. Line item #1 Registration Fees: Date of travel (08/23 or 08/23-26 or 08/23 & 26) City (*HGN) Reg fee to V# and name of company to be paid. Also first initial, last name and vendor # of other person(s) attending. Attachment# 1 documents needed: Registration form with vendor # Professional leave *If registration fees vary, please consolidate price by line item. Example: 4 people attending conference, 2 registrations are $250 each and 2 registrations are $175 each. Line item/attachment #1 should only include the 2 registrations for $250 and line item/attachment #2 should include the registration fees for $175. Line item #2 Hotel Costs: Date of travel (08/23) City (*HGN) Hotel name and V#. (Include breakdown of charges) Attachment# 2 documents needed: Hotel confirmation (with hotel costs and breakdown) GSA lodging per diem Professional leave Line item #3 Meal Reimbursement: Date of travel (08/23) City (*HGN) Meal Reimb to V#, Initial and last name with breakdown. Attachment# 3 documents needed: GSA meal per diem Meal calculator Detailed agenda (only if meals are provided, please circle meals)

2 Continued on next page Travel Requisition and Attachments (Employee Travel) page 2 Line item #4 Transportation: Car Rental: Date of travel (08/23) City (*HGN) Car Rental V# Attachment# 4 documents needed for car rental: Enterprise print out (reservation print out) Flight: Date of Travel (08/23) City (*HGN) Est Flight Cost Attachment# 4 documents needed for flight: Flight pricing to & from (with flight options 1-3) Mileage: (Mapquest website: Date of travel (08/23) City (*HGN) Mil Reimb to V# (Employee getting mileage reimbursement) IMPORTANT >> In quantity enter amount of miles, in unit price enter current rate<< Attachment# 4 documents needed for mileage: Mapquest and mileage breakdown Line item #6 Misc. Expenses: Date of travel (08/23) City (*HGN) Misc Exp parking, internet, etc. No attachments needed

3 Travel Requisition and Attachments (Student Travel) The following explains the manner a travel requisition should be submitted and what supporting documentation is required per line. Information on back up documents should be circled and legible. (e.g. vendor#, reg fee, hotel breakdown, etc.) Attachment order should match line item# order on requisition. Always use a 4 digit number for date(s). Example ( 07/01 or 08/23-26, 08/23 & 26 for multiple days) Please enter required information for line items in the same sequence as provided in this document. Line item #1) Registration Fees: Date of travel (08/23) City (*HGN) Reg Fee to V# and name of company to be paid Attachment# 1 documents needed: Professional leave (If needed) Registration form Roster Invitation *If registration fees vary, please consolidate price by line item. Example: 4 people competing in meet, 2 registrations are $25 each and 2 registrations are $15 each. Line item/attachment #1 should only include the 2 registrations for $25 and line item/attachmlent #2 should include the registration fees for $15. Line item #2 Hotel Cost: Date of travel (08/23) City (*HGN) Hotel name and V#. (Include breakdown of charges) Attachment# 2 documents needed: Hotel confirmation (with hotel costs and breakdown) Roster Room breakdown Line item #3 Est. Meal Expense: Date of travel (08/23) City (*HGN) Est Meal Exp. (if applicable) with breakdown Attachment# 3 documents needed: Authorization from Executive Director if meals exceed per diem*

4 Continued on next page Travel Requisition and Attachments (Student Travel) page 2 Line item #4 Transportation: Est. Bus Cost (district): Date of travel (08/23) City (*HGN) Est Bus Cost with breakdown (Mapquest website: Attachment# 4 documents needed: Transportation form P.D. inspection form (if traveling out of town)* Authorization from Mr. Salazar (if using charter bus)* Charter Bus Rental: Date of Travel (08/23) City (*HGN) Charter bus rental cost, V# (include breakdown) Attachment# 4 documents needed: Transportation form P.D. inspection form (if traveling out of town)* Authorization from Mr. Salazar (if using charter bus)* Flight: Date of Travel (08/23) City (*HGN) Est. Flight Cost Attachment# 4 documents needed for flight: Flight pricing to & from (with flight options 1-3)

5 *City abbreviations on next page *City abbreviations: San Benito SB Brownsville BVILLE Edinburg EDIN Harlingen HGN Santa Rosa SR San Antonio SA Corpus Christi CC Rio Grande City RGC Rio Hondo RH Kingsville KVILLE Note: If a city is not listed please enter complete name.